2019 Presentation Resources

ASHE 2019 Session Information

Audio Video Provisions | Paper Sessions | Interactive Symposia | Roundtable Session | Poster Session | ​Performance, Visual, and Digital Scholarship Sessions | Chairs & Discussants

The information below is intended to help presenters, chairs, and discussants better navigate ASHE 2019. If you have additional questions, please email ASHE Conference Coordinator James Hines at james@ashe.ws.

Audio Visual Provisions

ASHE will provide the following for your session:

  • Projector and screen
  • HDMI cable to connect projector to participant laptop
  • Podium with microphone
  • WiFi connection 

ASHE does not provide the following:

  • Laptop computer
  • Adaptors for Mac or PC (e.g. VGA to USB, mini-USB)
  • Speakers for individual presentations
*For PVDS sessions, see info below about special provisions.

Paper Sessions

Paper Guidelines

Research Papers

  • These studies are based on original data collection or secondary data analysis. Final research papers should not be longer than 30 double-spaced pages (excluding references, tables, and appendices).

Scholarly Papers

  • These papers are not required to adhere to an empirical research design (e.g., methods, data collection, and data analysis). Instead, scholarly papers pose critical questions, synthesize divergent bodies of literature, or elaborate new theoretical or conceptual frameworks.  Final papers should not exceed 30 double-spaced pages. 

Instructions for Submitting your Paper
Authors of papers should submit their full paper through ASHE Conference Portal no later than Friday, October 25, 2019, Noon Pacific.  

  1. The individual that submitted the proposal should log into the ASHE Conference Portal
  2. From the Submitter menu, click on the “Primary Author” link
  3. Make sure you are seeing your submissions by clicking the “Submissions” tab.
  4. Under the “Action” column next to the accepted paper, click on the link to “Upload.”
  5. Click “Choose File” and select the saved PDF to upload (note: only one file may be uploaded and it must be in PDF format). 
  6. Select “Accept and Continue” to complete the upload. 
 Session Agenda (75 minutes)
  • Chair introduces session and reviews the agenda/timing of the session (1 minute)
  • Chair introduces Paper #1 and presenters (1 minute)
  • Paper #1 (15 minutes)
  • Chair introduces Paper #2 and presenters (1 minute)
  • Paper #2 (15 minutes)
  • Chair introduces Paper #1 and presenters (1 minute)
  • Paper #2 (15 minutes)
  • Chair introduces Discussant (1 minute)
  • Discussant (10-15 minutes)
  • Open Q&A (10-15 minutes)
*Note: No-Disscussant Sessions will feature four paper presentations. A chair will facilitate presenter and audience interaction and no formal comments will be offered.

Interactive Symposia

An interactive symposium is an integrated session that features interaction between and among presenters and the audience to advance knowledge of a particular research problem, theoretical content, or teaching strategy. Rather than present the results of discrete research studies as in a paper session, participants in an interactive symposium or workshop session draw from research and/or experience to foster dialogue and interactions.

A typical interactive symposium session might begin with brief presentations from the panelists (or interactive Q&A between the moderator and panelists) about the session’s topic, followed by ample time for discussion and activities among the panelists and between the panelists and attendees.

If you are delivering work in an Interactive Symposium, please note that you are responsible for coordinating the presenters and flow of your session.

Roundtable Session

*Please note this is the roundtable session for the General Conference. 

Roundtable presentations provide a forum for scholars to engage in active discussion with other conference participants about a completed research project or about a project in developing stages. It is an opportunity for authors to share information in an informal, conversational style. Presenters are assigned to numbered tables in a large meeting room, where interested persons gather for discussion with the presenter.

Logistics for Roundtable Session

  • Roundtables during the general conference will be held on Friday, November 15 at  8:15 AM - 9:15 AM in the Pavilion Ballroom and Atrium Ballroom on the Plaza Level.
  • Plan to arrive 15 minutes early
  • Each table will be assigned number: tables 1-20 are in the Atrium Ballroom and tables 21-46 are in the Pavilion Ballroom. You can find your table number in the conference program.
  • The roundtable session is 60 minutes. Two-three papers are assigned per table. During this session, authors will have approximately 10 minutes per paper to talk and the remainder of the time should be spent in discussions of the research projects presented. 
  • Dr. Roland and Ms. Hall will be available on the morning of the roundtable session. They will use a microphone to offer timing cues.


  • Given the informal structure of the roundtable presentation, no audiovisual equipment will be provided, and there is no requirement to upload a final paper in the proposal system.​
  • We suggest you provide attendees a one-page handout of your paper. Make sure you have at least 10-15 copies to share with attendees.
    • Use an easy-to-read font and layout (e.g., Times New Roman or Arial). Use at least a 12-point font.
    • Use high-contrast background and text colors (black text on white background).
    • Make sure your handout matches your presentation and add any references that may be helpful to your audience.
  • Keep your presentation simple and brief.
    • Determine the key points for your presentation and highlight them in your talk.
    • Avoid speaking too fast, so participants and sign language interpreters can keep pace.
    • Avoid jargon, acronyms, and idioms or explain acronyms, terms, names, etc., that you will use.
    • Pause between topics allowing for different cognitive abilities.
    • Summarize main points at the end.


  • Be mindful there are other discussions occurring at the same time - practice speaking loud enough for your table to hear but low enough to not disrupt other tables.
  • Use silent applause or silent snaps after each presentation. Sound echoes across the room and drowns out the voices of other presenters, so as a way to affirm presenters, you can use silent applause. Raising your arms, silent clapping, or waving your hands are all encouraged.
  • Have at least 3 questions to ask the attendees in the discussion to assist you with moving your work forward.
  • Have a pad of paper handy to allow attendees who have more in-depth questions to provide you with their contact information.
  • Distribute your business card or have an email draft with your contact information ready to send as a way to network with other participants.


  • Keep aisles clear to allow access for everyone. Please keep bags and other items out of the aisles.
  • Do not rearrange table or add chairs. Wide aisles are necessary so that all people can move in and out of the space.


ASHE 2019: “Creating an Inclusive and Productive Roundtable and Poster Session" Video

Poster Session

Poster presentations provide a forum for scholars to engage in active discussion with other conference participants about a completed research project or about a project in developing stages. The poster venue allows scholars with similar research interests to interact by using the poster as a focal point. Poster presenters will display their research on a large bulletin board (provided at the conference). 
Presenters will attend the poster session to discuss the project with conference attendees. The poster session consists of aisles of freestanding boards on which authors present a concise summation of their research. 

Logistics for Poster Session

  • Maximum size of poster: 3.5’ (height) x 3.5’ (width). Please note the board will be shared with other poster author(s).
  • The Poster Session during the general conference will be held on Friday, November 15 at  8:30 AM - 9:30 AM in the Grand Ballroom on the Ballroom Level
  • Set up begins any time after 7:00am but no later than 8:00am  
  • The poster session is 60 minutes.
  • While ASHE will provide push pins, consider bringing your own to ensure you have what you need.
  • Please take down posters immediately following the session conclusion at 9:30 AM. Please note the Friday morning keynote will be in the same room beginning at 9:30am so please be respectful as you are taking down your poster.
  • If you have questions, Dr. García Luis and Dr. Garcia will be on-site for support.

Recommended content for the poster includes:

  • A clear statement of the purpose or goals of the research (i.e., the primary research questions or issues being addressed)
  • A brief summary of the theoretical or conceptual foundation for the work
  • A description of the methodology being used and the project findings (if applicable), and the theoretical and/or practical significance and implications of the research. 
  • Use headers on your poster. Make sure your headers are clean and clear cut.
  • Consider using columns rather than rows for displaying content and arrange them in boxes.
  • Do not use colors that are bright, as they may not be accessible for seeing impaired individuals.
  • Use the two-foot rule, which means that a person standing at least three feet from your poster should be able to comfortably read your text. Consider utilizing size 28-32 size fonts. Headings of at least 48-point font and text at least 18-point font is helpful to readers. Readers will typically be three feet away from your poster.
  • Keep figures and tables as simple as possible. Five to seven figures is acceptable, but they should all meet the two-foot rule.
  • If you provide illustrations, brief large type heading of no more than one or two lines should be provided above each illustration. However, it is best to limit text.
  • A well-done poster should provoke interest and questions rather than overwhelm with text.
  • Simple handouts/brochures are an excellent complement to a poster session.
  • Consider having a pad of paper handy to allow visitors who have more in-depth questions or would like more information about your research to provide you with their contact information or provide you with their business card. You may also want to consider bringing business cards of your own to distribute.
  • Rehearse the key content from your research poster. Remember, you are an expert on the topic, so be confident when you present!
  • Speak naturally and directly, but also slowly with your audience. Draw attention to key aspects of your poster.
  • Do not be afraid to pause when you are speaking with your audience. If there are questions, you want to take the time to speak to each question.
  • Pay attention to your audience to be sure they are following what you are saying and maintaining interest in your scholarship.
  • Again, do not be afraid to pause and check-in with your audience so that they can pose questions about your poster.
  • Keep your bags and your belongings out of the aisles.
  • Make sure you full access to your poster area as well! Please let us know and we will help you create space for your bags or belongings or posters and whatever else you may need.
  • If anything was to occur, please let us know and we will help you create space for your bags or belongings or posters and whatever else you may need.
ASHE 2019: “Creating an Inclusive and Productive Roundtable and Poster Session" Video

​Performance, Visual, and Digital Scholarship Sessions

Research Exhibitions
The Research Exhibition will feature visually based work in the Atrium on the Plaza Level of the Hilton.

Displays: Each research project will receive a 4’ h x 8’ w board to display information. See picture below (note: this is what the boards look like, not what the set up will look like). We encourage you to be creative in how you present your information.  You can also utilize both sides of the board.  As the displays will be up for 24+hrs, we encourage you to provide some context and information about your study/work that can help viewers understand it without you being present to explain it.

Install: Presenters need to install their displays for the exhibition on Thursday (11/14) from 6:00 PM to 7:30 PM.  Carrie Kortegast and Dana Kanhai will be there to help with the installs.  

Exhibition: On Friday (11/15) morning, there will be an opening ceremony for the Research Exhibition. Researchers will be invited to discuss their work during “Researcher Talks” from 10:45 am to 12:30 pm.  There will be two groups of talks (Group A and Group B). Each researcher will presenter their work for 10 minutes. There will be time at the end for questions and comments. Group A will present from 10:45 AM to 11:30 AM and Group B from 11:30 AM to 12:30 PM. 

Closing: Displays need to be taken down between 12:00 PM and 3:00 PM on Saturday (11/16).  Items left behind will be thrown out. 

PVDS will be presented during one of the 75-minute session blocks on either Friday, 11/15 or Saturday, 11/16 in the Pavilion West room.  The space is beautiful and centrally located in Hilton Portland Downtown.  

Except for the self-designed sessions, each session will have chair assigned to the session block.  The chair’s role is to assist with time keeping, introduce presenters, as well as facilitate questions and answers.  Three presenters have been assigned to each session block which roughly gives each presenter 20 minutes each.  We encourage presenters to work with their chair as well as the other presenters to discuss logistics and timing to make sure the session runs smoothly. 

Because the PVDS Sessions are unique, ASHE has adjusted the normal AV provisions above to include:

  • Projector and screen

  • HDMI cable to connect projector to participant laptop

  • Speakers

  • 5 microphones (1-wired on podium, 2-handheld, and 2-lapel)

  • A stage (size TBA) with a podium

Please note that ASHE does not provide the following:

  • Laptop computer or other device to show videos or project items on the screen

  • Adaptors for Mac or PC (e.g. VGA to USB, mini-USB)

During the session, there will be an AV professional on hand to assist presenters with the technical needs of their presentation.  

There will be an opportunity to test equipment and see space on Friday morning at 10:30 AM.

Chairs & Discussants

Session Chair Position Description and Resources

Session Chair Position Description and Resources (for No-Discussant Sessions)

Session Discussant Position Description and Resources